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HomeMy WebLinkAboutItem 4.03 PoliceVehlPurchase .. e e CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: APRIL 10, 1995 SUBJECT EXHIBITS ATTACHED RECOMMENDATIONS ~ : qvtY . . Unmarked Police Vehicle Purchase (Prepared by Dublin Police Staff) /(1) Bid proposal Form Submitted by Shamrock Ford February 14, 1995 ~(2) Vehicle Specifications //( 3 ) Revised Notice Inviting Sealed Bids / (4) Revised Bid Proposal Form (1) Reject the bid submitted by Sham- rock Ford on February 14, 1995 on a 1994 Ford Taurus. (2) Reauthorize staff to solicit bids for one (1) unmarked police vehicle, in accordance with revised specifications. : Estimated purchase of vehicle and transfer of emergency equipment - $14,500. The cost of replacing vehicles is funded from the Internal Service Fund plus salvage value from replaced vehicle DESCRIPTION : The Chief of Police's unmarked vehicle is in need of replacement. The vehicle was purchased by the City in 1990 from the Hertz rental agency. It was a one-year old vehicle at the time of purchase. The vehicle is fully amortized and has reached 90,000 miles. FINANCIAL STATEMENT : The city has historically purchased unmarked vehicles that are one year old. This allows the City to bypass the large, first year depreciation that is typical of new vehicle purchases. The vehicles are well maintained and come with a 12 monthj12,OOO mile warranty on the power train. On January 31, 1995, the city council authorized soliciting bids for a replacement vehicle. The bid specifications developed by the Police Department authorized submittal of bids for either 2-door or 4-door vehicles. On February 14, 1995, the City received a bid from Shamrock Ford on a 1994 Ford Taurus 4-door vehicle. It is recommended that the previously submitted bid by Shamrock Ford be rejected due to the fact that it is a 4-door vehicle, as opposed to 2-door vehicle. A 2-door vehicle is requested as a practical matter. Unmarked police vehicles are on occasion utilized in surveillance operations and it is important that the vehicles used are not easily recognizable as pOlice vehicles. A 2-door vehicle is generally less recognizable than a 4-door vehicle as a police vehicle. Additionally, the police Department has a desire to maintain a balance between 4-door and 2-door unmarked vehicles. The other two unmarked city pOlice vehicles are 4-door vehicles. Also, although the original specifications were sent to ten dealers, Shamrock Ford submitted the only bid. ---~------------------------------------------------------------ ITEM No.~7 . ".,,.. COPIES TO: CITY CLERK FILE ~ e e staff recommends that the city, after rejecting the bid submitted by Shamrock Ford, solicit bids to purchase an unmarked pOlice vehicle. Typically, these are one year-old rental vehicles from major rental agencies and have less than 30,000 miles on them. Recently, new car dealers have offered similar proposals on returned leased vehicles. The vehicles are typically mid-size; minimally equipped with a V-6 engine, automatic transmission, air conditioning, radio and body trim. Ford Thunderbird, Mercury Cougar, plus other similar makes fall within this category. The bid specifications have been revised to state that bids on 2-door vehicles only should be submitted. In accordance with the city's purchasing ordinance, the purchase of police vehicles should be the result of a competitive bid. All emergency equipment from the existing vehicle will be transferred to the new vehicle. .ITY OF DUBLI~ BID PROPOS A I.... FOR.l.VI I have received the documents titled "City of Dublin Bid Specifications" and "Instructions to Bidders" and I have satisfied myself as to the scope of the requested purchase and the conditions required. In s,ubmitting this proposal, I agree: . To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of this proposal; . To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders and Bid Specifications; and . To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if awarded on the basis of this proposal.. My proposal: . Vehicle Description: (General) with Make, Model and Year 1994 Ford Taurus . Type of Warranty Provided. . Delivery Schedule: The delivery shall be completed within .J1..... days following the formal award of bid. . Costs: Price of Vehicle Cost of Delivery Charges, Taxes All other fees and applicable charges (attach detailed itemized list of costs) $ 141000.00 $ 1,155.00 $ 0 . TOTAL COST OF VEHICLE $ 15,155.00 Business Address: 7499 Dublin Blvd., Dublin, CA 94568 / Name of FIRM submitting BID: Signature of Authorized FIRM representative: Date: 2/14/95 Title: FlE.~et NOTE: Any substitutions to or exclusions from the specifications listed in the bidding sheet must be fully explained and reasons g,iven why the required item is being substituted or excluded. e e CITY OF DUBLIN SPECIFICATIONS FOR USED AUTOMOBILES SCOPE: This specification describes the city of Dublin requirements for used 1994 model passenger vehicles. GENERAL REQUIREMENTS: The vehicles shall be used, 1994 model year productions that have been driven 15,000 miles or less, as indicated by the vehicle's odometer reading. The vehicles shall not have been involved in a previous collision and should not have been returned to the dealer due to mechanical malfunctions. The units shall be equivalent in style, quality and appointments to those offered to the general public. The vehicles shall be supplied with equipment and accessories indicated as standard equipment in the manufacturer's published literature or regular production optional equipment to meet the requirements of this specification. SPECIFIC REQUIREMENTS The following equipment and accessories shall be furnished on all vehicles: ENGINE: The engine shall be gasoline powered and a MINIMUM displacement as follows: Minimum size engine, 6 cylinder, 3.8 liter, fuel injected ELECTRICAL SYSTEM: The supplier shall furnish a heavy duty 12 volt electrical system specifically designed to handle the load requirements of the class of vehicle, equipped with options, as specified herein. TRANSMISSION: Vehicle shall be equipped with automatic transmission providing not less than three (3) forward speeds and one (1) reverse speed. STEERING: Vehicle shall be equipped with the supplier's standard hydraulic power assist steering. BRAKES: An all disc or front disc, rear drum brake system shall be furnished. Vehicles shall be equipped with the manufacturer's e e CITY OF DUBLIN SPECIFICATIONS FOR USED AUTOMOBILES PAGE 2 standard power assist brake system. NOTE: MINIMUM 50% BRAKE PAD REMAINING ON ALL FOUR WHEELS AIR CONDITIONING: The vehicles shall be equipped with the manufacturer's factory installed dehumidifying/all weather air conditioner. The air conditioning system shall include, but shall not be limited to, necessary insulation, increased engine cooling capacity, including recovery system, plus increased alternator and battery capacity. WHEELS AND TIRES: Minimum wheel base of 106.0. Wheels and tires installed on the vehicle shall provide a minimum "reserve load" of 4.0 percent as defined in the Code of Federal Regulations, Title 49, Chapter 5, Part 572.102. Drive wheel clearance shall be adequate for normal operation of the vehicle when loaded to capacity and equipped with snow chains. A high pressure inflated spare shall be furnished. NOTE: ROAD TIRES SHALL BE RADIAL TYPE WITH A MINIMUM OF 6/32 OF TREAD IN THE 2 CENTER GROOVES ON ALL TIRES. NO EXCEPTIONS. BODY: Vehicles shall be two volume of 101 cu. feet. makes and models. (2) door, mid-sized, having an interior See bid face for quantities and acceptable EXTERIOR: The exterior color shall be the manufacturer's standard production shades of paint. Bright colors are not acceptable. The city will select specific vehicles and colors upon award of bid. INTERIOR: The interior color shall be the manufacturer's standard color supplied with the exterior color, fabric and vinyl combination. REQUIRED MISCELLANEOUS EQUIPMENT: - Automatic pop-out type cigarette lighter in front compartment. - Foam padded seats. - Dome light with driver's door actuated switch. - AM/FM cassette radio, with push buttons and antenna. e e CITY OF DUBLIN SPECIFICATIONS FOR USED AUTOMOBILES PAGE 3 - Power windows. GENERAL CONDITION: Vehicles offered in response to this request shall be in good mechanical condition. All systems, instrumentation and accessories shall function normally. Glass shall be undamaged. The interior shall be shampooed and vacuumed, upholstery with holes, burns or stains will not be acceptable. All vehicles will have been completely safety inspected before being delivered to the city. Vehicles having accident damage will not be acceptable. Metal and paint damage typical of parking lot damage, ie. minor dents, scrapes and chips will be acceptable at the discretion of the city. NOTE: THE UNITS SHALL HAVE BEEN SERVICED WITHIN THE LAST 3,000 MILES FOR ALL REQUIRED ITEMS IN "OWNER'S MANUAL." SMOG CERTIFICATION: certificate of compliance as required by the Vehicle Code, Division 3, Chapter 1, Article 1 - 4000.1 MUST BE FURNISHED AT THE TIME OF DELIVERY FOR EACH VEHICLE. KEYS: Selected vehicles shall be delivered with two (2) complete sets of keys to ignition, trunk, and glove compartment as required. WARRANTY : A 12,00 mile/1 year, whichever comes first, power train warranty is required. Warranty mileage begins when vehicle placed in service. INSPECTION: Vehicles will be inspected for compliance with these specifications by the city at the dealer's place of business prior to delivery. It will be the responsibility of the vendor to notify the Chief of Dublin Police services when the vehicles are ready for inspection. DELIVERY: Selected vehicles shall be delivered within 14 days from the date of order. Vehicles shall be FOB delivered to 100 Civic Plaza, Police Administration Building, DUblin, Ca. 94568. e e CITY OF DUBLIN SPECIFICATIONS FOR USED AUTOMOBILES PAGE 4 VEHICLE REGISTRATION: Registration will be completed by the city of Dublin. NOTE: ALL VEHICLES MUST BE DELIVERED WITH A VERIFICATION OF VEHICLE, DMV FORM NUMBER, REG. 31, FILLED OUT COMPLETELY AND SIGNED BY AN AUTHORIZED VEHICLE VERIFIER. e e NOTICE IN"VITING SEALED BIDS FOR ::1..994 D POLICE v~:a:IC:LE NOTICE IS HEREBY GIVEN that bid proposals will be received until 10:00 a.m., April 25, 1995, at the City of Dublin offices located at 100 Civic Plaza, Dublin, California 94568. Sealed bids will be accepted for Que 1994 two-door mid-sized vehicle, such as a Ford Thunderbird or Mercury Cougar or other makes/models which fall into this category. See specifications for other requirements. The competency and responsibility of the bidders will be considered in making the award. The City reserves the right to reject any or all proposals, to determine the lowest responsible bidder and to waive any informality or irregularity in the proposals submitted. The staff recommendation to the City Council concerning the police vehicle bid will be available by May 1, 1995. The bid will be awarded by the City Council on May 8, 1995. For further information concerning this bid, contact Chief Jim Rose at (510) 833-6680. Kay Keck, City Clerk -CITY OF DUBLI' BID PROPOSA I... FORl.VI I have received the documents titled "City of Dublin Bid Specifications" and "Instructions to Bidders" and I have satisfied myself as to the scope of the requested purchase and the conditions required. In submitting this proposal, I agree: . To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of this proposal; . To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders and Bid Specifications; and . To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if awarded on the basis of this proposal.. My proposal: Vehicle Description: (General) with Make, Model, Year and Color (if known) . Type of Warranty Provided. . Delivery Schedule: The delivery shall be completed within _ days following the formal award of bid. . Costs: Price of Vehicle $ Cost of Delivery Charges, Taxes $ All other fees and applicable charges $ (attach detailed itemized list of costs) . TOTAL COST OF VEHICLE $ Name of FIRM submitting BID: Signature of Authorized FIRM representative: Date: Title: Business Address: NOTE: Any substitutions to or exclusions from the specifications listed in the bidding sheet must be fully explained and reasons given why the required item is being substituted or excluded.